Within the Procurement space a good scope is considered to be the Holy Grail. If you can nail that first instructional component, the pieces fit together and magic happens.

A common problem with scopes is that they are either too thin, so no one really knows what the client wants or, overwhelmingly detailed to the point that the important information is lost and there is little room for the supplier to bring their industry knowledge of how to solve the client’s problem.

In the Project Management space a scope refers to the defined features and functions of a product, or scope of work needed to finish a project. To put it simply, a scope documents your requirements. It provides an avenue for you as the client to put down everything that you want or need from a supplier in order to achieve your desired outcome.

A scope is often the first document delivered to a Procurement representative, the first glimpse of a project and our first chance to understand what the client needs. It is common however, to receive a scope that is filled with slang, acronyms and assumptions which suppliers are expected to understand. Though this may be true, people by nature, will read and interpret things differently, no matter their training or background. This is why clarity in a scope is imperative. There will always be differences in terminology and interpretation, even within the same industry, resulting in discrepancy, inconsistency, and issues with project delivery.

A well-defined scope can help to avoid common problems like:

• Constantly changing requirements resulting in contract variations;
• Supplier proposals that are not fit for purpose;
• Budget blowouts; or
• Delayed project delivery

As Procurement experts, we can bring a different perspective to making sure the scope is well received in the market, and more consistent proposals are received. Working as a team with the subject matter experts can help make sure that the best outcome is delivered - which all starts with a comprehensive scope!

Article published by Nikki Stoddart, Procurement Specialist at Block 5 Consulting